OUTLOOK OPTIMIZATION Starter Kit

A Better Task View (To-Do List) A Better Task View (Task List) Table of Contents Outlook Launch in Calendar View Set Up Tasks Per Day View Turn Off Email Alerts Create Inbox Rules Set Up Your Categories Quick Shortcuts Post It Notes! How to Create Tasks & Embed Data Use Outlook to Forge a New Habit! Use Outlook to Internalize Knowledge! A Better Task View (To-Do List) A Better Task View (Task List) Create a ~KEEP Folder Updating Customize Quick Access Toolbar Using Quick Steps Start Your Inbox Cleaning

Step 1: Outlook Launch in Calendar View 1. From the File menu TAB, select Options 2. Select the “Advanced “ TAB 3. In the “Outlook start and exit” section, click the Browse… button and select CALENDAR.

Step 2: Set Up Tasks Per Day View 2. 1.

Step 3: Turn Off Email Alerts 1. 2. 3. Uncheck all boxes in the section 4. Click ‘OK’ ** Don’t forget to turn your BB and iPhone alerts off too (including the LED light)

Step 4: Create Inbox Rules 1. Right-click your mouse on an email that you want to set up a rule for 2. Click the “Rules” option then “Create Rule” 3. Read through all the different options you have and make rules accordingly (i.e. “send any emails from this address directly to my deleted folder”)

Step 5: Set Up Your Categories 1. From any screen in Outlook – hit “Ctrl + Shift + K” to create a new task 2. Click “Categories” 3. Click on “All Categories”, from there add new categories as you see fit. (i.e. accounts, customers, development, major goals, projects, programs, MBOs, etc.)

Step 6: Quick Shortcuts 1. “Ctrl” + “Shift” + “K” = New Task 2. “Ctrl” + “Shift” + “Q” = New Meeting 3. “Ctrl” + “Shift” + “F” = Advanced Find 4. “Ctrl” + “Shift” + “M” = New Email 5. “Ctrl” + “Shift” + “A” = New Appointment

Step 7: Post It Notes! 2. 1.

Step 8: How to Create Tasks & Embed Data 1. Hit “Ctrl” + “Shift” + “K” to open a new task. 2. Give the task a new name (starting with an ACTION VERB), assign the task to a category and assign a (realistic) due date. 3. In the body of the task…type in a date for these notes, your actual notes or actions and embed any emails / hyperlinks / files / websites you might need to reference. 4. Go to the Insert TAB and select: Outlook Item (from Inbox, Sent, etc.) Hyperlink Attach File

Step 8: How to Create Tasks & Embed Data (cont.) 1. See the chain / history of actions within the body of the task: In reverse chronological order (newest action always on top) When action is completed, the word DONE placed in front Notice the embedded emails and hyperlinked files Easy to track progress and maintain auditable information Never goes way in Outlook (even after task is completed)

Step 9: Use Outlook to Forge a New Habit! 1. Create New Task (Ctrl + Shift + K). 2. Select “Recurrence” and build the task using documents or emails or website links or voice recordings or any media that you see fit. 3. Repetition is the mother of all learning, and when a task automatically pops up once per month or per week or even per day, you’ll be surprised how quickly you forge new habits.

Step 10: Use Outlook to Internalize Knowledge! 1. Create New Task (Ctrl + Shift + K). 2. Select “Recurrence” and build the task using documents or emails or website links or voice recordings or any media that you see fit. 3. Repetition is the mother of all learning, and when a task automatically pops up once per month or per week or even per day, you’ll be surprised how quickly you forge new habits.

Step 11: A Better Task View (To-Do List) 1. Follow the Columns, Group By and Sort settings listed here. Shows all active tasks, grouped by category, sorted by due date and subject

Step 12: A Better Task View (Task List) 1. Follow the Columns, Group By and Sort settings listed here. Shows all tasks (active and completed), grouped by category, sorted by subject (i.e., alphabetical)

Step 13: Create a ~KEEP Folder 1. From root account, right-click and select New Folder 2. Enter “~KEEP” in the Name field in the dialog box and hit OK. * Doing this will sort the folder to the top of the list for easy access ** Use this folder to keep items you do not want to delete, but may need at some future point-in-time. Folder is also good for saving FYI-type emails that do not require action but you simply want to reference in the future.

Step 14: Updating Customize Quick Access Toolbar 1. Open a new task then right-click in blank area and select “Customize Quick Access Toolbar”. 2. In the right side box, add the following items (in this order): Save Undo Redo Previous Item Next Item Attach File Links Attach Item

Step 15: Using Quick Steps 1. From Inbox, hit the “Create New” button in the Quick Steps area of the toolbar (a dialogue box will open).

Step 15: Using Quick Steps (cont.) 1. Update the Quick Step NAME (will appear in favorites box). 2. Begin adding actions to perform during this macro. This particular action will: Create a new task Attached the chosen email Categorize the task as “Projects” Mark the attached email as “Read” Move the email to the “~KEEP” folder 3. If interested (optional), assign the Quick Step to a Shortcut key for easy keyboard access. Can also include step-by-step description.

Step 16: Start Your Inbox Cleaning 1. Right-click on email (holding the click) then drag from Inbox and drop in Tasks. From the options given, select “Copy Here as Task with Attachment”. OR 2. If you want to embed an email icon into a task (which keeps any attachments and history with the email)…from the email screen, click ‘Move to Folder’ icon at top of screen. Select “Task”. Feeling like this step is going to take a long time? You’re right! But it’s well worth it. ** Nothing of value is free **